The Minnesota Government Data Practices Act ("MGDPA") requires that every state agency appoint a "responsible authority" who will "establish procedures to insure that requests for government data are received and complied with in an appropriate and prompt manner." The University has given that responsibility to the University's Records and Information Management Office. The Records and Information Management Office, established in 1996, serves as the University's "responsible authority" under the state public records law and also is responsible for developing, implementing, and coordinating a University-wide records management program. The Records and Information Management Office reports to the Office of General Counsel.

Routine Requests for Public Information

(Student, employment, salary and purchasing) Many routine requests for public information can be obtained by calling the following locations. The general information regarding students is covered in Board of Regents Policy: Student Education Records.

Other Requests for Public Information

All other requests for information should be sent to the contacts below. Your request should be as specific as possible. Making your request specific will enable us to locate the information as quickly as possible.

How the University responds to public data requests

The University will acknowledge receipt of the data request within 3 working days of receipt. The University will respond to all data requests as promptly as possible and within statutorily required time frames.

If the data is not available, the requester will be notified in writing as soon as reasonably possible.

If the data is available, but the data are not public, the requester will be notified as soon as reasonably possible and state which specific law says the data are not public.

The Responsible Authority will work with requesters on a time frame for response, and help narrow the request as much as possible in order to provide the information requested as soon as possible. Requesters should understand that the University of Minnesota is a large, decentralized entity, and that information they have requested may need to be gathered from several departments or units.

Charging for copies of public data

Charges for copies of data will follow the law. For 100 or fewer paper copies, the charge is $.25 per copy. For other types or amounts of copies, the charge will vary. The law authorizes entities to charge the cost of searching for, retrieving, copying and transmitting the data. This may include employee time, materials, and mailing costs. The Responsible Authority will respond to the requester with an estimate of the charges for the copies. Charges must be paid in full prior to the receipt of the copies. Charges must be paid by check, made out to the University of Minnesota.

Summary data

Summary data means reports or statistical data derived from private data and from which all identifying information is removed. The requester must pay the costs of preparing summary data, which may include employee time, materials, programming costs, etc. Within 10 days of receipt of the request, the Responsible Authority will inform the requester (1) whether it is possible to produce summary data without compromising confidentiality, and (2) if so, the time schedule and the estimated costs for producing the summary data. Charges must be paid in full prior to the information being processed. Charges must be paid by check, made out to the University of Minnesota.

How to request information about yourself

If you are requesting information on yourself, please be as specific as possible. If you have an employee or student ID number, please include that in your request (if you do not have that information, please include a birthdate or the last 4 digits of your SSN).

If you are requesting information on your minor children, an individual for whom you have been appointed legal guardian, or a decedent, please provide identifying information that proves you are the data subject's parent/guardian/next of kin.